UCF Board of Trustees - Agenda...2018/03/03 · Board of Trustees Nominating and Governance...

Board of Trustees

Nominating and Governance Committee FAIRWINDS Alumni Center

March 22, 2018 9:30 a.m. – 10:15 a.m.

Call-in Number: 800-442-5794, Passcode: 463796

Agenda

I. CALL TO ORDER William Yeargin

Chair, Nominating and Governance Committee

II. ROLL CALL Tanya Perry

Coordinator, Legal Affairs

III. MEETING MINUTES

• Approval of the January 18, 2018, Nominating Chair Yeargin and Governance Committee meeting minutes

IV. NEW BUSINESS

• Direct Support Organization reports (INFO-1) Scott Cole Vice President and General

Counsel

• Governor Jeb Bush Rick Schell Honorary Doctor of Public Service degree (NGC-1) Vice President and Chief of

Staff

• Buddy Dyer Rick Schell Honorary Doctor of Public Service degree (NGC-2)

• James Heekin Rick Schell Honorary Doctor of Public Service degree (NGC-3)

• Teresa Jacobs Rick Schell Honorary Doctor of Public Service degree (NGC-4)

Nominating and Governance Committee - Agenda

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• Thomas Kuntz Rick Schell

Honorary Doctor of Public Service degree (NGC-5)

• Carolyn Roberts Rick Schell Honorary Doctor of Public Service degree (NGC-6)

• Emeritus Confirmation (NGC-7) Scott Cole

• New University Regulation UCF-3.0177 Scott Cole Promotion of Non-tenure-earning Instructional Youndy Cook Designers (NGC-8)

• Amendments to UCF-3.035 University Closings Scott Cole Due to Emergency Conditions (NGC-9) Youndy Cook

V. CLOSING COMMENTS Chair Yeargin

Nominating and Governance Committee - Agenda

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Board of Trustees

Nominating and Governance Committee FAIRWINDS Alumni Center

January 18, 2018

MINUTES Trustee William Yeargin, chair of the Nominating and Governance Committee, called the meeting to order at 11:07 a.m. Committee members John Lord, Alex Martins, Beverly Seay, and John Sprouls were present. Chairman Marcos Marchena was present. Trustees Ken Bradley, Clarence Brown, Joseph Conte, Robert Garvy, and David Walsh were present.

MINUTES APPROVAL The minutes of the October 26, 2017, Nominating and Governance Committee meeting were approved as submitted. NEW BUSINESS Presidential Selection Process (NGC-1) Scott Cole, Vice President and General Counsel, presented for approval revisions to the Board’s policy on Presidential Selection: Process Guide for the University Of Central Florida. The changes were unanimously approved by the Committee. Amendment to University Regulation UCF-3.040 Benefits and Hours of Work (NGC-2) Youndy Cook, Deputy General Counsel, presented for approval amendments to existing university regulation UCF-4.030 Benefits and Hours of Work, which is being amended to clarify and update language related to administrative leave. The committee unanimously approved the amendments as presented. Amendments to Chapter 5 University Regulations (NGC-3) Cook requested approval to amend university regulations UCF-5.006 Student Rights and Responsibilities, UCF-5.008 Rules of Conduct, UCF-5.009 Student Conduct Review Process; Sanctions, UCF-5.010 Student Conduct Appeals, UCF-5.013 Organizational Conduct Review

Nominating and Governance Committee - Minutes

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Process; Sanctions; Appeals, UCF-5.015 Student Academic Behavior. The committee unanimously approved the proposed amendments. The meeting adjourned at 11:23 a.m.

Respectfully submitted: ___________________________ ________________ W. Scott Cole Date

Nominating and Governance Committee - Minutes

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ITEM: INFO-1 University of Central Florida

BOARD OF TRUSTEES Nominating and Governance Committee

SUBJECT: Direct Support Organization reports DATE: March 22, 2018

PROPOSED COMMITTEE ACTION

Reports from four of the university’s direct support organizations: UCF Foundation, UCF Stadium Corporation, UCF Academic Health, and UCF Finance Corporation.

BACKGROUND INFORMATION Each of the university’s direct support organizations has a board of trustees representative. These representatives will give the committee a brief update on their respective direct support organization annually. Supporting documentation: None Prepared by: John Schell, Vice President and Chief of Staff Submitted by: John C. Hitt, President

Nominating and Governance Committee - New Business

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ITEM: NGC-1 University of Central Florida


SUBJECT: Governor Jeb Bush Honorary Doctor of Public Service degree

DATE: March 22, 2018


Approval of an Honorary Doctor of Public Service degree for Governor Jeb Bush.

BACKGROUND INFORMATION

See attached.

Supporting documentation: Attachment A: Letter of Nomination

Prepared by: John Schell, Vice President and Chief of Staff

Submitted by: John C. Hitt, President


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Attachment A


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SUBJECT: Buddy Dyer Honorary Doctor of Public Service degree



Approval of an Honorary Doctor of Public Service degree for Buddy Dyer.


See attached.





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Attachment A


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SUBJECT: James Heekin Honorary Doctor of Public Service degree



Approval of an Honorary Doctor of Public Service degree for James Heekin.


See attached.





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Attachment A


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SUBJECT: Teresa Jacobs Honorary Doctor of Public Service degree



Approval of an Honorary Doctor of Public Service degree for Teresa Jacobs.


See attached.





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Attachment A


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SUBJECT: Thomas Kuntz Honorary Doctor of Public Service degree



Approval of an Honorary Doctor of Public Service degree for Thomas Kuntz.


See attached.





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Attachment A


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SUBJECT: Carolyn Roberts Honorary Doctor of Public Service degree



Approval of an Honorary Doctor of Public Service degree for Carolyn Roberts.


See attached.





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Attachment A


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SUBJECT: Emeritus Confirmation



Award the title of Chief Emeritus to Chief Richard Beary for his accomplishments during his tenure as Chief of Police.






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Attachment A


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Board of Trustees Nominating and Governance Committee

SUBJECT: New University Regulation UCF-3.0177 Promotion of Non-tenure-earning Instructional Designers



Approve new University of Central Florida Regulation UCF-3.0177 Promotion of Non-tenure-earning Instructional Designers.


Florida Board of Governors Regulation 1.001 provides that “Each Board of Trustees is authorized to promulgate University Regulations in accordance with the Regulation Development Procedure adopted by the Board of Governors.”

Regulation UCF-3.0177 is proposed to outline the promotion criteria and process for instructional designers.

Supporting documentation: Attachment A: Proposed Regulation UCF-3.0177 (redline)

Prepared by: Youndy C. Cook, Deputy General Counsel Jana Jasinski, Interim Vice Provost for Faculty Excellence Lucretia Cooney, Associate Director, Faculty Excellence

Submitted by: Scott Cole, Vice President and General Counsel


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UCF-3.0177 Promotion of Non-tenure-earning Instructional Designers

(1) Policy.

(a) The University of Central Florida (UCF) adheres to the provisions of any applicable

collective bargaining agreement regarding promotion procedures.

(b) There shall be sufficient discipline flexibility in interpretation of the standards for

promotion so that individuals may have a reasonable expectation of fulfilling the

requirements.

(c) Assistant Instructional Designers are normally eligible to apply for promotion to

Associate Instructional Designer following their 5th year of fulltime service.

(d) Associate Instructional Designers are normally eligible to apply for promotion to

Senior Instructional Designer following 5 years of full-time employment at the rank

of Associate Instructional Designer.

(e) Faculty serving on promotion committees charged with reviewing and making

promotion recommendations shall hold the rank at or above the rank to which the

candidate is applying.

(2) Promotion.

(a) Promotion is awarded for meeting the criteria for appointment to the rank to which

the candidate applies, as defined by the candidate’s unit, and by this regulation.

(b) Promotion from assistant to associate instructional designer calls for excellence in

instructional design, scholarship, research, and appropriate and effective service

since appointment to UCF faculty.

(c) Promotion to senior instructional designer is awarded on the basis of superior

achievement at the national and/or international level with the promise of continued

contribution, and not on the basis of longevity. Evidence of leadership and of

substantial contributions of a sustained and continuing nature in each of the areas

evaluated, beyond that expected of an associate instructional designer, are

necessary for the achievement of the rank of senior instructional designer.

(d) Prior years of service at other institutions as an instructional designer, or equivalent,

or, time in service as a visiting instructional designer at UCF may be credited

towards time in rank for promotion. However, if credit toward service is

Attachment A


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established, three (3) years of regular full-time service as an instructional designer

must be obtained at UCF.

(e) If an associate instructional designer applies for promotion to senior instructional

designer and is denied, they must wait until the second year following the denial to

apply again.

(3) Criteria.

(a) UCF places substantial emphasis on sustained excellence in, national recognition

of, and substantial impact of scholarship, the profession of instructional

development and design, and faculty support services. Consideration shall be given

to all evidence related to research, scholarship, and course development and design

contained or explained in the candidate’s dossier including, but not limited to,

faculty support, publications, grants, contracts, exhibits, scholarly presentations,

and awards.

(b) Service to the candidate’s department or unit, college, the university, profession, the

community, and the public shall be considered.

(4) Unit Promotion Criteria.

(a) Promotion criteria shall take into account the mission and needs of the university

and specifically address scholarship, the profession of instructional design, and

instructional design service; service to the public, the discipline, and the university;

and, other assigned duties, as applicable.

(b) Specific criteria for promotion are on file in the unit and in the division. These

criteria include items such as increased skill and effectiveness in instruction, quality

and impact of research, increased recognition as an authority in the field, and

potential for continued professional growth.

(c) Unit specific criteria shall be approved by a majority of the participating full-time

faculty in the unit, the unit head, the division head, and the provost or designee.

(d) A subcommittee elected by the full-time faculty may be established to formulate

initial criteria on which the unit faculty can vote.

(e) If, following one year of development or revision, the criteria have not been

approved through the procedure outlined in this subsection, then the unit head, in

consultation with the division head, shall develop new criteria. The new criteria


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shall take into consideration the feedback of the full-time faculty in the unit. All

criteria must receive final approval by the provost or designee.

(f) If the division chooses to have criteria in addition to unit criteria, these criteria shall

be approved by a majority of the full-time faculty in the division, the division head,

and the provost or designee. Approved division criteria will be available in the

division and in the unit within the college.

(5) Procedures.

(a) Overview.

1. Instructional designers are not required to apply for promotion.

2. The promotion process shall be initiated by the faculty member in consultation

with the unit head, and evaluated successively by the unit promotion

committee, and the unit head, the division head, and the provost or provost’s

designee. The final decision of promotion rests with the provost or designee(s).

3. An instructional designer who decides to pursue promotion must submit a

complete dossier by the deadline published on the Faculty Excellence website.

4. Administrators, UCF faculty, and faculty from other institutions who are

determined by Faculty Excellence as having a conflict of interest regarding a

candidate shall not participate in the promotion process of that candidate. A

potential conflict of interest should be declared by the reviewer or candidate in

advance of the reviewer’s participation in the process. Although a conflict of

interest is determined on a case-by-case basis by Faculty Excellence, it can be

understood generally as a personal or professional interest or bias that could

reasonably appear to interfere with the proper duty of objectively evaluating a

candidate.

5. Recommendations by unit heads, division heads and all committees must be

complete and concise, citing reasons for the recommendation that are based on

evidence contained or explained in the candidate’s dossier.

6. Rationale for all votes, including split or negative votes, shall be explained

within the promotion committees’ recommendation.


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7. Serving on a promotion committee is an honor entailing a duty to evaluate

candidates. Committee members should not abstain but should fulfill their

duty.

(b) Candidate Dossier. A promotion dossier shall be composed of and accompanied

by the supporting materials listed below:

1. Copies of applicable unit promotion criteria, and division criteria, if applicable;

2. Current curriculum vitae;

3. The employee’s annual performance evaluations for the last five (5) years;

4. An overall summary statement addressing impact, and individual summary

statements written by the candidate describing their research, scholarly, and

instructional design activities; service; and other university duties, if

applicable.

5. Materials supporting candidate’s summary statements, particularly in research,

scholarly work, and activity supporting faculty in instructional development.

6. Dossier additions may be made by the candidate at any time prior to the

provost’s recommendation and may include items such as: publication

acceptances, newly funded grants, or scholarly awards received. Depending

upon the timing of an addition, newly added material may not be considered

by all committees.

7. Candidates may withdraw the dossier any time before the provost’s final

recommendation.

(c) Unit Promotion Committee.

1. A unit promotion committee shall be established and will consist of all faculty

at or above the rank being sought by candidates in the unit. In instances when

a unit has fewer than three (3) full-time faculty at the rank required, additional

faculty at a comparable rank may be added from other related disciplines

within the university. The unit head, in consultation with the division head and

unit faculty, shall identify potential committee members who are willing to

serve in this role. The same committee member(s) must serve on the unit

committee for all candidates seeking promotion for that cycle, in that unit.


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2. Because of the importance of the promotion process, it is expected that all

promotion committee members will participate fully in the process.

3. The unit head shall call the initial meeting to organize the committee and elect

a committee chair. The promotion committee chair shall be a member of the

promotion committee elected by majority vote of its members and shall call

the promotion committee into session to transact such business as required. A

quorum shall consist of no fewer than three (3) people.

4. The unit promotion committee will be professional and discriminating in its

decision-making process and make its recommendations solely based on unit

criteria, this guideline and the materials contained or referenced in the

candidate’s dossier.

(i) Because evaluative personnel records are being discussed, only members

of the unit promotion committee who have reviewed the dossier shall be

present for a given meeting.

(ii) The use of recording devices is prohibited during unit promotion

committee meetings and deliberations.

5. The unit promotion committee chair shall provide a summary of the faculty

discussion to the candidate. Evaluated faculty members may review and, if

desired, provide a response within five (5) business days. Any response will

become part of the candidate’s dossier.

6. Each unit promotion committee member who has personally reviewed the

candidate dossier shall vote on the candidate being evaluated. The vote shall

occur after unit promotion committee discussion, and the aggregated results

shall be recorded. Each evaluation and recommendation must be accompanied

by an explanation of the unit promotion committee’s action. In the case of a

split or negative vote, there must be a written explanation of the split or

negative vote.

7. The unit promotion committee chair shall forward to the unit head the

following:

(i) The signature list of all unit promotion committee members.


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(ii) The unit promotion committee’s evaluation and recommendation

including explanation of split or negative votes;

(iii) The candidate’s dossier containing all evaluation materials;

8. Evaluated faculty members may review and, if desired, provide a response to

the unit promotion committee’s evaluation and recommendation within five

(5) business days after receipt of notice of the unit promotion committee’s

recommendation. Any response will become part of the candidate’s dossier.

(d) Unit Head Review.

1. After the five (5) business days available for the candidate’s optional response

has passed, the unit head will recommend in favor of or against promotion, and

forward the recommendations and comments to the candidate for review and

potential comment.

2. An evaluated candidate may review and, if desired, provide a response to the

unit head’s evaluation and recommendation within five (5) business days after

receipt of notice of the unit head’s recommendation. Any response will become

part of the candidate’s dossier.

3. Once the five (5) business day period for optional response by the candidate

has passed, the unit head shall forward the candidate’s dossier to the division

head for review and recommendation.

(e) Division Head Review.


has passed, the division head will recommend in favor of or against the

candidate’s application for promotion and then send his or her

recommendations and comments to the candidate for review and potential

comment.

2. Within five (5) business days, the candidate may review and respond to the

division head’s recommendations. Any response will become part of the

candidate’s application dossier.


has passed, the division head shall forward the candidate’s dossier to the

provost or provost’s designee.


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(f) Provost or Designee Review. The provost or provost’s designee will review the

candidate’s dossier and make his or her recommendations and comments based on

the materials contained or referenced in the candidate’s dossier. Upon review of the

candidate’s information, the provost or provost’s designee will recommend in favor

of or against the candidate’s application for promotion.

(g) Promotion Decision and Notification.

1. Final promotion decisions are made by the provost or provost’s designee.

2. Promotion becomes effective at the beginning of the succeeding academic

year.

3. If an in-unit faculty member is denied promotion, he or she has the option of

utilizing the grievance process that is outlined within the current collective

bargaining agreement.

Authority: BOG Regulation 1.001. History-New ___________-18.


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Board of Trustees Nominating and Governance Committee

SUBJECT: Amendments to University Regulation UCF-3.035 University Closings Due to Emergency Conditions



Approve amendments to University of Central Florida Regulation UCF-3.035 University Closings Due to Emergency Conditions.


Florida Board of Governors Regulation 1.001 provides that “Each Board of Trustees is authorized to promulgate University Regulations in accordance with the Regulation Development Procedure adopted by the Board of Governors.”

Regulation UCF-3.035 updates language concerning the leave documentation and the accrual of leave during university closures. The section on reports has been removed and the methods of notification in the event of a university closing have been updated.

Supporting documentation: Attachment A: Proposed Amended Regulation UCF-3.035 (redline)

Prepared by: Youndy C. Cook, Deputy General Counsel Maureen Binder, Associate Vice President and Chief Human Resources Officer

Submitted by: Scott Cole, Vice President and General Counsel


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UCF-3.035 University Closures ings Due to Emergency Conditions.

(1) Authority

(a) The University President or designee may close all or part of the University upon

the occurrence of an emergency or other occurrence which affects its operations.

(b) For the purposes of this regulation, emergency or other occurrence is defined as

that which is declared as such by the Governor in an Executive Order or by the

President or designee. as a result of a natural disaster or other sudden, unexpected,

and unplanned situation over which management has no control, which is of

serious and urgent nature, requires immediate action, and presents conditions

where it is not appropriate for an employee to be on campus or to travel to the

University.

(c) If the President is unavailable to make a decision whether to close all of the

University, or if only part of the University is to be closed, the following persons,

in the specified order of availability, are appointed as the President’s designees

for the purpose of exercising such authority:

1. Provost and Executive Vice President;

2. Vice President for Administration and Finance and Chief Financial

Officer.

(d) Before closing all or a part of the University, the President or designee may shall

normally consult with the departments of University Human Resources,

Environmental Health and Safety, University Police, and also with appropriate

university administrators.

(e) Duration. The closing will only be for the period of time necessary to restore

normal working conditions. Closing of more than two consecutive days must be

approved by the Chair of the University of Central Florida Board of Trustees.

(2) Notification of closing

(a) If a decision is made to close the University prior to the beginning of the normal

work day, every effort will be made to disseminate this information to affected

employees by 6:00 a.m. through a variety of channels, including UCF Alert, the

UCF website, UCF social media, and local media outlets local radio and

Attachment A


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television stations by the Director of Public AffairsCommunications and

Marketing division.

(b) A decision to close the University after the work day has begun will be

communicated to all vice presidents who will notify each department head within

the vice president’s jurisdiction. The department heads will be responsible for

notifying all employees in their departments. Such notifications also will be made

through a variety of channels, including UCF Alert, the UCF website, UCF social

media, and local media outlets.

(c) Unless otherwise notified, employees will be expected to report for work on the

next regularly scheduled work day.

(3) Hours of Work

(a) When all or part of the University is closed pursuant to this regulation, where

practicable the university shall assign employees to alternative work locations to

perform their regular job duties, assign employees alternative work, reschedule

the work week of employees, or take other action to provide employees with work

for the full work week.

(b) Payment for overtime worked during a closing will be handled in accordance with

university procedures and any applicable collective bargaining agreement.

(c) If the work hours are rescheduled, employees who are unable to work the revised

schedule may be allowed to use annual leave for the period (or compensatory

leave prior to July 1, 2018) unless otherwise stated in an applicable collective

bargaining agreement.

(dc) All hours worked must be documented.

(4) Leave

(a) If the University cannot provide affected employees with work in accordance with

paragraph (3) above, then: OPS employees shall be granted leave without pay;

and Faculty, A&P, and USPS employees shall be granted administrative leave for

the period (normal work schedule) of the closing and the leave will be . Such

leave shall be documented for all affected employees;. OPS contract employees

shall be paid in accordance with the terms of their agreement;. OPS non-exempt


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employees will not receive administrative leave. Such leave shall be documented

for all affected employees.

(b) The accrued leave balances of employees regularly scheduled to work during the

period of closure shall not be reduced.

(cb) Employees who were on a prior approvedan approved leave of absence beginning

prior to and including the closure, or on a scheduled holiday shall not have the

leave of absence changed. Administrative leave for closures shall not apply during

a leave of absence. or holiday changed to any other type of leave.

(c) The annual and sick leave balances of employees required to be off duty as a

result of the closing shall not be reduced (unless the employee is on an approved

leave of absence or is absent without authorized leave).

(d) If the work week is rescheduled, employees who are unable to work the

rescheduled work week may be allowed to use annual or compensatory leave for

that period.

(de) If employees assigned to a closed facility have been provided leave as a result of

the closing, USPS Non-Exempt and A&P Non-Exempt employees who are

designated as essential personnel and/or directed to assigned to that

facilityprovide essential services during a university closure and who are required

to report for work in order to provide essential services during the closing, shall

be paid for all hours worked plus compensation for their regularly scheduled work

period unless otherwise stated in a collective bargaining agreement. granted

special compensatory leave in addition to pay for hours worked, to cover the

hours worked in the employees’ regularly scheduled work shifts during the period

the facility is closed.

(5) Reports:

(a) Within 5 days after the closing, each vice president shall submit a report to the Chief

Human Resources Officer (CHRO) or designee indicating the number of employees, by pay

plan, who were granted administrative leave. The report shall also include the position numbers

and titles of all employees required to work during the closing and the number of hours worked

by each employee.


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(b) Within 15 days after a partial University closing, the CHRO or designee shall

submit a report to the President documenting the dates and times of the closing,

what portions of the campus were affected, the reasons for the closing, what

alternatives were considered and why they were rejected in favor of closing and

granting the affected employees administrative leave, and the total number of

employees, by pay plan, who were granted administrative leave.

Authority: BOG Regulation 1.001. History: New 3-16-06; Formerly 6C7-3.035, Amended 5-18-

09, 7-20-17, ___________-18.


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